A new set of forms for FIVE
Mar 15/22
by Michael Copas
Over the years, Statslog has built many standard forms. We observed some time ago that the standard set of forms presented in CCDC 24 – a guide to model forms and support documents would benefit from an update.
Over the years Statslog has built many standard forms. We observed some time ago that the standard set of forms presented in CCDC 24 – a guide to model forms and support documents (for use with CCDC 2 -1994) would benefit from an update.
CCDC 24 covers most of the contract administration forms needed for an architectural practice, however some other administrative forms show up in RAIC’s—Canadian Handbook of Practice. The content is true to each source but the look and feel has followed CCDC. The list of forms created covers every Tab in FIVE and accommodates nearly all the forms required for a full service practice. The will be accompanied by a full set of reports, which will also follow the general layout of CCDC. That being said we have expanded the capacity of the forms to take advantage of database technology and that has forced the reports to grow. There will be no charge since we believe this starter kit will improve our user's experience and offer new flexibility as they try to build their own set of forms.
The forms included in this set are:
Supplemental Instruction
Proposed Change
Change Directive
Change Order
Certificate for Payment
Site Review Report
Minutes of Meeting
Transmittal
17 different Notice forms and related reports
This set demonstrates that FIVE can replicate any form including style and content. This is the biggest differentiation that we have from competitors.
If you call a Supplemental Instruction a Site Instruction, no harm, no foul, just open the form and change the name. As mentioned we have already upgraded each form to have a: cover page, continuing text page, photo (jpg) page and a document (pdf) page. As with all FIVE forms and reports, you can email directly and path it to your office email browser. When emailing from FIVE you will automatically have a searchable list noting what was sent, when it was sent, and to whom. Searching can start with the Tab specific list or globally from the dashboard.
This set is of course limited to CCDC 2; however, it has had references updated to the latest 2008 version. We are currently working on sets for other disciplines like: Mechanical, Electrical, Structural Engineers, Landscape Architects, Interior Designers, Other Consultants, who all do the same work but with different forms, standards, and Contracts.
While most purpose-built software is either scaled for small or large projects and user firms, FIVE has a robust database for very large projects and an entry level price for the sole practitioner.
FIVE data is organized under Tab headings. These provide a data structure with form and purpose whereas a spreadsheet provides blank cells only. Although Tabs allow the FIVE user to label Tabs as fits their need and apply forms as fit their need. Our recommendation for usage are as follows:
The Best Practices set of forms for FIVE are as follows:
1. Request Tab should be reserved for registering all incoming material from others in the project team, responses should be either issued as an Instruction or Notice.
2. Instruction Tab is the home for Supplemental Instructions.
3. Notice Tab is the home for any form directed to the contractor
Contemplated Change Orders, or
Change Directives.
4. Quote should be reserved for incoming material from others in the project team
5. Order Tab is the home for Change Orders:
that Add to or Credit the Contract Amount or Time,
that draw from, or add to a Cash Allowance fund, and
that expends from or add to a Contingency fund
6. Certificate is the home of a Certificate for Payment
7. Review is the home for any form that contains an embedded list of items, such as:
Minutes of Meeting
Agendas
Site Review Reports, and
Deficiency reports
8. Correspondence
Michael Copas is a co-founder of Statslog Software Corporation, which has been providing continuing service to contract administrators in the offices of design professionals since 1984.